Open Competitive Bid (OCB)

CTD bid document for Rate Contract for UPS Batteries

Government of Telangana State

Commercial Taxes Department

Telangana State, Hyderabad

Open Competitive Bid (OCB)

For

Rate Contract for supply of

Computer Consumable, Media and Stationary Items (CMS) to

CTD offices located across the State of Telangana State for Two Years

April 2018

Commercial Taxes Department (Divisions)

Commissioner of

Commercial Taxes Department, Government of Telangana State

M.J. Road, Nampally,

Telangana., Hyderabad

Commercial Tax Department

CT Complex, MJ Road, Nampally

Hyderabad, Telangana 500 001

Contents of the Bid Document

Description / Page No.
Newspaper advertisement / 3
Tender call notice / 4
Statement of important limits and values of bid / 7
Technical specification / 8
General instructions to bidders / 11
Standard procedure for opening and evaluation of bids / 16
General conditions of proposed contract / 20
Special conditions / 27
Bid letter form / 28
Contract form / 29
Bid Forms / 35

News paper advertisement

Government of Telangana

Commercial Tax Department, Hyderabad

Tender call for

Rate Contract for UPS Batteries

Time schedule of various tender related events:

Bid calling date / 09-04-2018
Pre-bid conference date/time / 12-04-2018, 11.00 AM
at O/o CCT, Hyderabad
Last date/time for clarification / 16-04-2018, 03.00 PM
Bid closing date/time / 19-04-2018, 03.00 PM
Bid opening date/time / 19-04-2018, 03.30 PM
Bid Document Fee / : Rs.5,000/- (Not - Refundable)
CTD Contact person / Sri. B. Vishnu Swarup, JC (CT) CCW
Email /
Reference No. / CS(1)/17/2016

If your firm is interested in participation, please ask the contact person for more details or visit our web site at The bid document fee is payable infavour of Commissioner of Commercial Taxes, Telanganaonly when you indent full copy of the bid document.

Commissioner, CT

Commercial Tax Department

CT Complex, MJ Road, Nampally

Hyderabad, Telangana 500 001

Commissioner (CT)

Section A

Tender call notice

Government of Telangana

Commercial Tax Department, Hyderabad

Tender call for

Rate Contract for UPS Batteries

Time schedule of various tender related events.

A. The goods, service or material required:

A.1. Rate Contract for Supply and Installation of UPS Batteries of different AH Ratings on buy back basis in CTD offices spread across Telangana State for a period of Two year.

A.2. Schedule of Quantity : Quantities indicated herein are based on the procurement done during 2010. Actual requirement could be more or less. Bidders may note that the order will not be placed for full quantity in a single order. Rather, order will be placed based on the ACTUAL requirement from time to time during Rate Contract Period.The successful bidder is bound to supply the UPS batteries as and when indented by the Commercial Taxes Department with out fail.

Sl.No. / Item name / Quantity
1 / 12 V, 65 AH Quanta Batteries / 3390
2 / 12 V, 90/100 AH Quanta Batteries / 330
3 / 12V, 45 AH / 32

A.3. Scope of incidental services:

Furnishing of a detailed operation and maintenance manual.

A.3. Warranty Period:

Replacement Warranty period shall be for 12 months from the date of the successful installation at the users site.

A.4. Delivery and Installation Period:

Bidder shall deliver andinstall batteries as per Purchase order within 10 days of the receipt of each order by the bidder. Delay in the supply shall invoke a penalty of 1% of the value of the rate of the late delivered goods per week or part thereof and maximum up to 10% of the value of the late delivered goods.

A.5 Bid Document:

The bid document fee is payable only when you indent full copy of the bid document.

A.6Delivary locations:: UPS Battery delivery locationsenclosed at Annexure-4

Section B

B.1 Pre-Qualification criteria:

The bidder should be a manufacturer/authorized representative of a manufacturer and should be in business of manufacture,and or supply and maintenance of the offered items for a minimum period of Two years in AP as on bid calling date.
The bidder should have minimum annual turnover in supply of UPS batteries as follows:

Item name / Financial year / Brand offered Sales value (Rs in Lakhs.)
UPS Batteries / 2015-16 / 50
2016-17 / 50

The bidder should furnish the information on the major past supplies under the relevant product and satisfactory performance for the financial year mentioned above.

Note : Relevant documents in support of above should be furnished

Section C

C1. Statement of important limits/values related to bid

Item / Description
EMD / Rs.3,00,000/- Demand Draft or Bank guarantee in the enclosed proforma at Annexure-1
Bid Validity Period / 30 days from the date of opening of bid
EMD validity Period / 15 days beyond bid validity period
Maintenance Period / Nil
Variation in quantities / Order as per actual requirement from time to time during contract period
Period for furnishing performance security / Within 7 days from data of receipt of notification of award
Performance security value / 10% of estimated contract value of Rs.------/-
Performance security validity period / 30 days beyond warranty period
Period for signing contract / Within 10 days from date of receipt of notification of award
Replacement Warranty period / 12months from the date of successful installationof goods at users’ site.
Payment terms / Cumulative payment
On delivery & successful installation at user site / 100% of PO value
Penalty for late deliveries / 1% of value of late delivered goods per week or part there of
Maximum Penalty for late deliveries / 10% of value of late delivered goods

Section D

D- Technical specification:

Technical Specification:

a)12 V, Quanta Batteries of 65, 45 and 90/100 AH ratings

b)Brands: Quanta, Panasonic, Amaron.Any other band with ISO:9001certification. UL certified brands are also eligible.

Section E

E.Bidding procedure :

E.1.

Offers should be made in Three parts namely, “Pre qualification bid”, “Technical bid” and “Financial bid” and in the format given in bid document. Each offer should be placed in a separate envelope super scribed “Pre qualification bid”, "Technical bid" and "Financial bid", as the case may be, followed by the title mentioned above against " tender call:"

EMD should be enclosed in the “Pre qualification bid”envelope.
Name of the vendor and contact address should also be written on theenvelope.
Tenders will be accepted only from those who have obtainedbid document from the department.
All correspondence should be with CTD contact person only
A complete set of bidding documents may be obtained by interested bidders from the CTD contact person upon payment of the bid document fee which is non-refundable. Payment of bid document fee should be by demand draft / cashier's cheque or certified cheque drawn in favour of " Commissioner, CT" and payable at Hyderabad (India).

E.2. Pre qualification bid:

It shall include the following information about the firm and/or its proposal.

General information on the bidder’s company in Form P-1
Turn over details of the product ( Brand) offered in Form P-2
List of major customers in support of turnover in Form P-3
List of Service Centres in AP in Form P-4
Manufacturer’s authorisation to participate in bidding process apart from such other documents like authorisation certificate for dealing in the products for which bid is submitted.( However this will not apply to Manufacturers) in Form P-5 ( Bidder’s own format)

E.3. Technical bid

Deviation(s) to technical specification, if any in Form T-1
Check list in Form T-2
Other information , if any required in the bid document in Form T-3( Bidder’s own format)

E.4. Financial bid:

The financial bid should provide cost calculations corresponding to unit price of each item of the schedule in the Form F-1.

E.5. Pre-bid Meeting:

Bidders who have obtained Bid document from CTD can participate in pre bid meeting on the date indicated in bid document to get their doubts clarified.

Section F

F. Bid evaluation procedure:

Bids would be evaluated for entire Schedule. Bidders should offer prices for all the items of Schedule and for the full quantity of all itemsin a Schedule failing which such bid will not be considered for evaluation. If a vendor has any comment to offer about the procedural aspects of this tender, it should be intimated to CTDduring the pre-bid meeting if any held. In case the schedule or procedure of tender processing is revised, the same shall be communicated by email, telephone, fax, courier as the case may be to all vendors who have obtained the bid document and revised schedule or procedure shall be binding on all.

F.1. Opening of bids:

Immediately after the closing time, the CTD contact person shall open the pre-qualification bid’, and list them for further evaluation. The ‘technical bid’ covers and ‘financial bid’ covers shall be listed and put into a box sealed according to CTD procedure. The sealed box of technical bids and financial bids shall be in custody of a designated officer for opening after evaluation of pre-qualification bids. The Technical bids of only those bidders who qualify in the pre-qualification bid will be opened. After evaluation of technical bids, the financial bids of only those bidders who qualify in technical evaluation will be opened. Any participating vendor may depute a representative to witness these processes.

F.2. Pre-qualification bid documentation:

The Pre-qualification bid documentation shall be evaluated in two sub-steps. Firstly, the documentation furnished by the vendor shall be examined prima facie to see if the technical skill base and financial capacity and other vendor attributes claimed therein are consistent with the needs of this project. In the second step, CTD may ask vendor(s) for additional information, visit to vendors site and/or arrange discussions with their professional, technical faculties to verify claims made in Pre-qualification bid documentation.

F.3. Technical bid documentation:

Technical bid documentation shall be evaluated again in two sub-steps. Firstly, thedocumentation furnished by the vendor shall be examined prima facie to see if the product /services offered, technical skill base and financial capacity and other vendor attributes claimed therein are consistent with the needs of the department. In the second step, CTD may ask vendor(s) for additional information, visit to vendors site and/or arrange discussions with their professional, technical faculties to verify claims made in technical bid documentation.

F.4. Financial bid:

Final choice of firm to execute the project shall be made on the basis of conformity to pre qualification, technical specifications, appropriateness of the product offered, capability of bidder to execute and service the project and appropriateness of financial offer from the point of view of cost-effectiveness over the entire warranty period for the product/services.

Section G

General instructions to bidders.

G.1. Definitions:

Tender call or invitation for bids, means the detailed notification seeking a set of goods, solution(s), service(s), materials or any combination of them.
Specification means the functional and technical specifications or statement of work, as the case may be.
Firm means a company, authority, co-operative or any other organisation incorporated under appropriate statute as is applicable in the country of incorporation.
Bidder means any firm offering the solution(s), service(s) and/or materials required inthe tender call. The word vendor when used in the pre award period shall be synonymous with bidder and when used after award of the contract shall mean the successful bidder with whom CTD signs the contract for rendering of goods and services.
Pre- qualification and Technical bid means that part of the offer, that provides information to facilitate assessment by CTD, professional, technical and financial standing of the bidder and conformity to requirements.
Financial Bid means that part of the offer, that provides price schedule and total costs including taxes etc.
Three part Bid means the pre-qualification bid, technical and financial bids are put in separate covers and their evaluation is sequential.
Two part Bid means the Technical bid and Financial bids put in separate covers and their evaluation is sequential.
Composite bid means a bid in which the technical and financial parts are combined into one and put in same cover but their evaluation is sequential.
Goods and services mean the solution(s), service(s), materials or a combination of them in the context of the tender call and specifications.
Maintenance period means period mentioned in bid document for maintaining the product/services beyond warranty period.

G.2 General eligibility

Subject to Pre Qualification conditions, this invitation for bids is open to all firms both from within and outside India, who are eligible to do business in India under relevant Indian laws as are in force as on bid calling date.
Bidders marked/considered by APTS/CTD to be ineligible to participate for non-satisfactory past performance, corrupt, fraudulent or any other unethical business practices shall not be eligible.
Breach of general or specific instructions for bidding, general and special conditions of contract with CTD or any of its user organisations may make a firm ineligible to participate in bidding process.

G.3 Bid forms

Wherever a specific form is prescribed in the bid document, the bidder shall use the form to provide relevant information. If the form does not provide sufficient space for any required information, space at the end of the form or additional sheets shall be used to convey the said information.
For all other cases the bidder shall design a form on its own to hold the required information.

G.4 Cost of bidding

The bidder shall bear all costs associated with the preparation and submission of its bid, and CTD will in no case be responsible for those costs, regardless of the conduct or outcome of the bidding process.
Bidder is expected to examine all instructions, forms, terms, and specifications in the bidding documents. Failure to furnish all information required by the bidding documents or to submit a bid not substantially responsive to the bidding documents in every respect will be at the bidder’s risk and may result in the rejection of its bid.

G.5 Clarification of bidding documents

A prospective vendor requiring any clarification of the bidding documents may notify CTD contact person. Written copies of the CTD response (including an explanation of the query but without identifying the source of inquiry) will be sent to all prospective bidders that have received the bidding documents.
The concerned person will respond to any request for clarification of bidding documents which it receives no later than bid clarification date mentioned in the notice prior to deadline for submission of bids prescribed in the tender notice. No clarification from any bidder shall be entertained after the close of date and time for seeking clarification mentioned in tender call notice. It is further clarified that CTD shall not entertain any correspondence regarding delay or non receipt of clarification from CTD.

G.6 Amendment of bidding documents

At any time prior to the deadline for submission of bids, CTD, for any reason, whether at its own initiative or in response to a clarification requested by a prospective bidder, may modify the bidding documents by amendment.
All prospective bidders those have received the bidding documents will be notified of the amendment, and such modification will be binding on all bidders.
In order to allow prospective bidders reasonable time to take the amendment into account in preparing their bids, the CTD, at its discretion, may extend the deadline for the submission of bids.

G.7 Period of validity of bids

Bids shall remain valid for the days or duration specified in the bid document, after the date of bid opening prescribed by CTD. A bid valid for a shorter period shall be rejected as non-responsive.
In exceptional circumstances, the CTD may solicit the bidders' consent to an extension of the period of validity. The request and the responses thereto shall be made in writing. The bid security shall also be suitably extended. However a bidder granting the request will not be permitted to modify its bid.

G.8 Submission of bids

The bidders shall seal the pre-qualification bid, technical bid and financial bid or composite bids as the case may be in separate envelopes, duly marking the envelopes as "Pre-qualification", “Technical bid", "Financial bid", or “Composite bid” as the case may be.
The envelopes shall then be sealed in an outer envelope. The inner and outer envelopes shall:
be addressed to the CTD at the address given in the tender call;

bear the project name/title indicated in the tender call, and bear a statement for -
Pre-qualification bid “Do not open before bid opening day and time”,
Technical OR Composite bid “Do not open until evaluation of Pre-qualification bid”,
Financial bid “ Don't open until evaluation of technical bid”

The outer envelopes shall clearly indicate the name and address of the bidder to enable the bid to be returned unopened in case it is declared "late".
If the outer envelope is not sealed and marked as required above, CTD will assume no responsibility for the bid's misplacement or premature opening.

G.9 Deadline for submission of bids

Bids must be received by the CTD contact person no later than the bid submission date and time specified in the tender call notice.
The CTD may, at its discretion, extend this deadline for the submission of bids by amending the tender call, in which case all rights and obligations of the CTD and bidders previously subject to the deadline will thereafter be subject to the deadline as extended.

G.10 Late bids

Any bid not received by the CTD contact person by the deadline for submission of bids will be rejected and returned unopened to the bidder.

G.11 Modification and withdrawal of bids

The bidder may modify or withdraw its bid after the bid's submission, provided that written notice of the modification including substitution or withdrawal of the bids, is received by the CTD prior to the deadline prescribed for submission of bids.
The bidder's modification or withdrawal notice shall be prepared, sealed, marked and dispatched in a manner similar to the original bid.
No bid can be modified subsequent to the deadline for submission of bids.
No bid can be withdrawn in the interval between the deadline for submission of bids and the expiration of the period of bid validity. Withdrawal of a bid during this interval will result in the forfeiture of its bid security (EMD).

G.12 General business information: